Kirkbampton Parish

Special COVID-19 Conditions of Hire

Kirkbampton District Village Hall. Special COVID-19 Conditions of Hire

These Conditions follow the regulations as set out by the government as of 12 July 2020.

Version 1. Updated 23 July

You will be notified as soon as possible if updating is required.

Please Note: These conditions are supplemental to, not a replacement for, Kirkbampton District Village Hall’s ordinary Conditions of Hire which your group should be aware of.

 

Special COVID-19 Conditions of Hire. Kirkbampton District Village Hall

It is very important that all members of a group are made familiar with these Conditions

 SC1:

You, the hirer, will be responsible for ensuring those attending your activity or event comply with the COVID-19 Secure Guidelines (listed at the end of these Special Conditions) while entering and occupying the Hall. These Guidelines are also posted in the  foyer. IN PARTICULAR use the hand sanitiser/hand wipes supplied when entering the hall.

SC2:

You undertake to comply with the actions identified in Kirkbampton Village Hall’s COVID-19 risk assessment. You will be given a copy of this document before your first hire date.

SC3:

You will be responsible for cleaning all regularly used surfaces during your period of hire (tables, door handles, light switches, metal handle on chairs, toilet handles and seats, wash basins) using the products supplied by the Hall.

 

Please take care cleaning electrical equipment.  Use cloths – do not spray!

SC4:

A full list of those in your group, with contact details, must be taken at the beginning of each hire. This information must be kept for three weeks after the hire date and provide the record to NHS Test and Trace if required.

You will make sure that everyone likely to attend your activity or event understands that they MUST NOT

DO SO if they have had COVID-19 symptoms in the last 7 days, nor should they attend if

they have been in contact with someone with COVID-19 symptoms within the previous 14 days. If they develop symptoms within seven days of visiting the premises, they must use the NHS Test and Trace system to alert others with whom they have been in contact. This must include all those in the group who have used the Hall with this person.  The Hall Management Committee must also be notified within 2 hours so that a full clean may be done before other hirers use the Hall.

NHS Test and Trace: how it works: full  information on  https://www.gov.uk/guidance/nhs-test-and-trace-how-it-works

 SC5:

You will keep the premises well ventilated throughout your hire, with windows and doors open as far as convenient. You will be responsible for ensuring they are all securely closed on leaving.

SC6:

You will ensure that no more than the allowed maximum number of people to comply with the current social distancing regulations attend your activity/event. You will ensure that everyone attending maintains social distancing while waiting to enter the premises and observes any guidance signs within the premises. Time using more confined areas e.g. moving and stowing equipment, should be kept as brief as possible. You will make sure that no more than one person uses each suite of toilets at one time.

SC7:

You will take particular care to ensure that social distancing is maintained for any persons aged 70 or over or likely to be clinically more vulnerable to COVID-19, including for example keeping a 2m distance around them when going in and out of rooms and ensuring they can access the toilets or other confined areas without others being present.  For some people, passing another person in a confined space is less risky, but for older people that should be avoided.

 SC8:

You will position furniture or the arrangement of the room as far as possible to facilitate people seating side by side, with at least one empty chair between each person, rather than face to face.  If tables are being used, you will place them so as to maintain a safe distance following the current regulations across the table between people who are face to face e.g. using a wide U-shape.

SC9:

You will be responsible for the disposal of all rubbish created during your hire, including tissues and cleaning cloths. The rubbish bin in each room used should be emptied into the general rubbish bin outside the hall (near the kitchen door).

SC10:

Use of kitchen: The main Kitchen at the Hall will be CLOSED and OFF LIMITS until further notice.

 SC11:

We will have the right to close the Hall if there are safety concerns relating to COVID-19. For example, if someone who has attended the Hall develops symptoms and thorough cleansing is required or if it is reported that these Special Hiring Conditions are not being complied with, whether by you or by other hirers, or in the event that public buildings are asked or required to close again.  If this is necessary, we will do our best to inform you promptly.

SC12:

In the event of someone becoming unwell with suspected Covid-19 symptoms while at the Hall you should remove them to the designated safe area which is the Small Meeting Room. Provide tissues and a bin or plastic bag, and a bowl of warm soapy water for hand washing and a suitable bowl will be kept in the Small Meeting Room clearly marked. Ask others in your group to leave the premises, observing the usual hand sanitising and social distancing precautions, and advise them to launder their clothes when they arrive home.

Inform the Hall Management Committee (Chris our Chairman) within 2 hours on 07765 400525.

SC13:

If installed guidance tapes and one-way signs must be observed. Specific entrances and exits must be used if you are requested to do so.

SC14: If events with more than 30 people become permissible you will take additional steps to ensure the safety of the public in relation to COVID-19 and prevent large gatherings or mass events from taking place, for example by operating a booking system or providing attendants or stewards who will ask people to seat themselves furthest from the entrance on arrival, to exit closest to the exits first and invite people to use toilets in the interval row by row.

SC15: Live performances e.g. drama, music are not permitted at present. This is in order to avoid risk of aerosol or droplet transmission. For the same reason, you must take steps to avoid people needing to unduly raise their voices to each other, e.g. refrain from playing music or broadcasts at a volume which makes normal conversation difficult.

SC16:

Other special points as appropriate.

Use of Hall audio equipment (Main Hall), and projector and screen (Meeting Room): These will not be available until further notice. Hirers may bring their own equipment and not share it with other members.

13 July 2020

COVID-19 SECURE GUIDELINES, Pertaining to Kirkbampton District Village Hall

  1. You must not enter if you or anyone in your household has COVID-19 symptoms.
  2. If you develop COVID-19 symptoms within 7 days of visiting these premises alert NHS Test and Trace. Alert the Hall Management Committee and the organiser of the activity you attended.
  3. Maintain the current recommended social distancing as far as possible in all areas of the Hall.
  4. Use the hand sanitiser provided on entering the premises. Clean your hands often. Soap and paper towels are provided.
  5. Avoid touching your face, nose, or eyes. Clean your hands if you do.
  6. “Catch it, Bin it, Kill it”. Tissues should be disposed of into one of the rubbish bags provided. Then wash your hands.
  7. Keep surfaces clean: door handles, tables, other equipment, metal handles on chairs, light switches
  8. Take turns to use confined spaces such as corridors and toilet areas. Standing or sitting next to someone is lower risk than opposite them. Briefly passing another person in a confined space is low risk.
  9. Keep the hall well ventilated. Close doors and windows on leaving.